Training tool Admin Time & Activities

Training objective At the end of the training session, admin will be able to Configure the work shift Configure and manage overtime hours Manage report criteria Manage employee’s timesheets Creation Modification Management of overtime hours

Training program Module area Create timesheets for the employees Manage overtime hours Admin area Manage work shifts Manage report criteria

Module area

Timesheet management Create timesheets Access : Admin area > General settings > Employee and users > Open To open the wizard, click on « Actions » and chose « Create initial timesheet ». The wizard allows you to create timesheets for all the employees you selected. You can create weekly or monthly timesheets from the date you want.

Timesheet management Reset to new a timesheet Access: Time & Activities > Manager view A validated timesheet can no longer be modified and its overtime hours are taken into account. It is possible to intervene again on the timesheet by clicking on "Reset to new" . The impacts will be as follows: Change the status of the timesheet from "Released" to "New". Modification authorized on the timesheet. Resetting the validation circuit Overtime hours cancelled.

Overtime management Consultation and export Access: Time & Activities > Manager view In the case of an "automatic" transfer, overtime hours have the status "transferred" as soon as the timesheet is validated. The recap is then displayed at the bottom of the timesheet. Access: Time & Activities > Transfer of overtime All overtime hours (regardless of their status) are available in order to be able to do a complete export to Excel

Overtime management Consultation and export with Variable payroll elements option Access : Payroll > Variable payroll settings input The overtime hours entered automatically go up in the Variable payroll elements grid for the desired period. The grid can then be exported in Excel format or in the format expected by the pay software (e. g. SILAE).

Admin Area

Workshift management Create or duplicate a work shift Access : Admin area > Time & activities > Work shift calendars > Open Work shift calendars allow to manage the calendar for each person. Work shifts have an impact on the input of times but also on the calculation of leave.

Workshift management Create or duplicate a work shift Access : Admin Area > Time & activities > Work shift calendars > Open (the workshift you want) Use « normal day » to save time. Enter on the first line the times for a "normal" day. In the "normal-day" column, select the days concerned by these times.

Workshift management Create or duplicate a work shift Access : Admin Area > Time & activities > Work shift calendars > Open (the workshift you want) When only half a day is worked = slide to the right When half a day is not worked = slide to the left.

Workshift management Configuration of workshifts – Business days Access : Admin Area > Time & activities > Work shift calendars > Open (the workshift you want) Example for a workshift from Monday to Friday inlcuded Modify the column «  Leave management » On Saturday put « business day » On Sunday put « rest » And, on every other day put « working »

Workshift management Configuration of workshifts – Working days Access : Admin Area > Time & activities > Work shift calendars > Open (the workshift you want) Example for a workshift from Monday to Friday inlcuded Modify the column «  Leave management » Put « rest » on Saturday and Sunday On every other day put « working »

Workshift management Configure a workshift – to go further Access : Admin Area > Time & activities > Work shift calendars > Open (the workshift you want) > More options Equivalent in days: Used for leave accounting Hours counted in the case of public holidays: Valuation of public holidays for overtime management. Minimum hours : Maximum number of hours to be completed per day. Maximum hours :Maximum number of hours to be completed per day. Display in timesheets: Allows you to show or hide the day on timesheets. Hide in staff leave calendar: Allows you to hide th day the staff leave calendar.

Workshift management Configure a workshift – Cyclical work schedule Access : Admin Area > Time & activities > Work shift calendars > Open (the workshift you want) > Example for a Monday to Friday schedule with one Monday out of 2 not worked: Check « Cyclical work schedule ». Chose the start of the cycle. Enter the number of days in the cycle. This creates the necessary number of lines. Enter the number of days not worked during the week (important for working days).

Workshift management Configure overtime hours – Weekly overtime hours Access : Admin Area > Time & activities > Work shift calendars > Open (the workshift you want) > Weekly overtime management Example for a 35 hours workshift with weekly overtime management: Jusqu’à 4h supplémentaires les heures sont payées avec une majoration de 125%. Au-delà de 4h supplémentaires les heures sont payées avec une majoration de 150%. Résultat : Si une personne a effectué une heure supplémentaire, 1 heure et 15 minutes seront transférées en paye.

Workshift management Setting up overtime hours – Night shift hours Access : Admin Area > Time & activities > Work shift calendars > Open (the workshift you want) > Weekly overtime management Example for a 35 hours workshift with night shifts calendars management: Night shift calendars are configurated as follows: start time 9:00pm and end time à 07:00am. Night shifts hours are paid with an extra 125%.

Overtime hours management Setting up overtime hours - Days not worked Access : Admin Area > Time & activities > Work shift calendars > Open (the workshift you want) > Weekly overtime management Example for a workshift worked from Monday to Friday with rest on Saturday and Sunday: Hours worked on Sundays are sent for recuperation with an extra of 200%.

Overtime hours management Setting up overtime – Public Holidays Access : Admin Area > Time & activities > Work shift calendars > Open (the workshift you want) > Weekly overtime management In this example, the hours worked on public holidays are sent for recovery with a 200% surcharge. Public holidays are configurated in the Calendar of public holidays (Admin Area > General settings > Public holiday calendar)

Report criteria management Create or copy a report criteria Access : Admin Area > Time & activities > Report criteria > Open Report criteria allows to assign time spent on one or more activities for statistical purposes or as part of intermediate validation.

Report criteria management Create or copy a report criteria Access : Admin Area > Time & activities > Report criteria > Open In « GENERAL » Tab : Give a name to the criterion in « Description ». Check ‘Display in Time & Activities’ to be able to use this criterion in the time sheets. Check ‘Make input mandatory’ if you want this criterion to be mandatory when employees enter their time.

Report criteria management Create or copy a report criteria Access : Admin Area > Time & activities > Report criteria > Open > Open the criterion you want > ‘Accounts’ In « Accounts » Tab: Click on the 3 little points, then choose ‘Insert a new line’ to create an account. In the new line created, enter the name of the account in the "Account" column, as well as the desired information in the other columns. Click on « Save ».

Report criteria management Configure an analytical account Access : Admin Area > Time & activities > Report criteria > Open > Open the criterion you want > ‘Accounts’ In « Accounts » Tab: Click on the ‘pencil’ icon to modify the account. The first tab, with the name of the selected criterion and account, is used to manage budget tracking. The « Accounts managers» tab is used in the case of time validation by project manager. The « visible for » allows you to limit the visibility of an analytical account to certain users. The « Special rates » tab is used to manage specific costs and sales prices per account and per user. The last tab, is named after the next criterion and is used to make the connection between the criteria.

Report criteria management Deactivate an analytical account Access : Admin Area > Time & activities > Report criteria > Open > Open the criterion you want > ‘Accounts’ In « Accounts » Tab Uncheck the box in ‘Active’ column to deactivate an account. Click on « Save».

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